As the electronic archive reduces terms of rendering state services. Successful example of Primorsky Krai

In Primorsky Krai the regional state information system which including automates processes of storage and use of accounting technical documentation in the territory of the region is created.

In Primorsky Krai the industrial system of electronic archive is implemented

Situation

• According to No. 221-FZ of 7/24/2007 accounting technical documentation stored in regional BTI till January 1, 2013 is transferred to the jurisdiction of the region
• The resolution of Administration of Primorsky Krai of September 30, 2016 N 454 of a pas permanent storage of documentation is entrusted to edge management of lands and property of the region Vladivostok

Accounting technical documentation stored in regional BTI under the law is transferred to the jurisdiction of executive authorities of the subjects of the Russian Federation. Permanent storage of such documents can be performed by third-party organizations or the organizations for the agreement with the region.

Therefore according to the resolution of Administration of Primorsky Krai, storage of accounting technical documentation was entrusted to the Edge state governmental agency "Management of Lands and Property in the territory of Primorsky Krai" (KGKU "ultrasonography") located in Vladivostok.

Tasks of organization include activities for accounting of documents and providing data and copies of accounting technical documents for requests of state bodies, physical persons and legal entities.

Documents and the information are provided on a paid foundation which is laid by Administration of Primorsky Krai. In this connection for providing the necessary information to citizens the statement had to pass several stages of approval. At first it was processed by the responsible specialist, then approved by legal service and accounting. Every time the statement was given a certain status and services monitored execution of functions manually. For example, clerks put down the cost of references and statements manually, accounting manually monitored payment of the applicant and if the amount was received in full, then confirmed it.

There were situations when money came to the personal account earlier, than the request on process appeared or arrived parts. For this reason of the request were not performed before complete payment. Besides, in requests there was no separation on physical persons and legal entities.

Answers through Russian Post were registered in Excel, and then were transferred to accounting that significantly reduced the speed of working off of requests. Requests from MFC arrived through SIEI. At the same time, there were situations when in them mistakes because of the wrong attachment of files were made. In this case the staff of department of office-work of KGKU "ultrasonography" was forced to contact MFC for obtaining correct files. All this significantly braked the speed of execution of requests.

Was

For what automation is necessary

• Reduction of completion dates of requests due to quick search of documents, automation of process of working off of requests and an exception of paper document flow
• Ensuring safety of accounting technical documentation due to withdrawal from turnover of paper originals, minimization of number of requests to paper archive

Objectives

In addition to reduction of completion dates of requests there was a need for ensuring safety of accounting technical documentation and an exception of risk of irrevocable loss of documents due to withdrawal from turnover of paper originals and providing their electronic copies to users. Therefore work on automation of storage and use of accounting technical documentation is a complex project which had to consider several main aspects.

First, automation and systematization of work on execution of requests.

Secondly, ensuring reliable and long-term storage of accounting technical documentation, creation of a common information space for input, processing and document storage and data that would allow to minimize number of requests to paper archive and to organize providing adequate replacement in the form of electronic copies of documents.

Thirdly, automation and acceleration of processes of search and use of documentation due to creation of uniform electronic archive of accounting technical documentation that would allow to lower operating costs of search and work with documents, to increase efficiency of access to documents and to create a possibility of simultaneous access of several users to the same document.

IC tasks

• ensuring reliable and long-term storage of accounting technical documentation
• creation of a common information space for input, processings and document storage and data
• organization of online access to documentation at any time
• decrease in operating costs of search, work and document storage

Solution

Accounting technical documentation is a diverse array. Here enter: inventory affairs and books, register books. Are in only one inventory case - technical data sheets, plans, documents of title, contours, magazines and other documents which contain a set of various data. It is heavy to work with such documents, their search occupies an essential amount of time. Therefore the decision to transfer these documents to a digital form was made, but a system which would provide reliable storage and quick access to electronic copies of documents is necessary for management of such electronic fund. It was required to implement in one system of function of working off of requests, approvals of requests, creations and uses of the automated explanatory notes. Different types of integration of the platform both with internal and with external information systems, including with the portal of state services for remote acceptance of citizens' appeals were one of requirements before developers also.

For automation of these processes the system of electronic archive based on "ELAR the Context" - the Russian ECM platform (Enterprise content management - corporate content management) which is included into the register of domestic software was implemented. "ELAR the Context" is an industrial cross-platform product which allows to build flexible high-performance solutions on storage and management of documents of different level.

Result

Implementation of electronic archive significantly changed process of working off of requests, storages and uses of documentation. In a system several user groups work: clerks, lawyers, accountants and registrars.

In a system document retrieval in electronic form on any combinations of values and attributes is possible, creation of necessary selections of documents with a possibility of unloading for providing sets of documents to adjacent divisions of KGKU "ultrasonography" is available. The convenient intuitive interface allows fast to find, browse and unload the necessary number of pages of the document.

System screenshot (Click to increase)

A system constantly is replenished in the current mode, the staff of KGKU "ultrasonography" is engaged in mass scanning of accounting technical documents using professional planetary scanners. In electronic archive the subsystem of input of the scanned paper documents and a possibility of indexing on the corresponding fields of the document is implemented.

Business process of approval and execution of requests is automated. Applicants address for service by any convenient method, all requests get to a single system. Requests are considered and classified, terms of their execution and ranking officers are appointed. Actions of employees planned and actual dates of execution, the nature of required data, a current status of a request are recorded, specified. Automatic control of timeliness of execution of a request is conducted, reporting statistics for the management forms.

In electronic archive several routes of approval taking into account differentiation of access rights and with a possibility of distribution of tasks and mailing of notifications are put. Now all process of providing state service is made within one system and is most optimized. All incoming requisitions (for example, through EPGU or MFC) get in undressed "request", the specialist has enough to put down information on type of service from the workplace and to fill out data on the applicant, then to start approval business process. The request gets to legal department and accounting, after approval the payment amounts necessary for the copy of documents are provided to the applicant in the electronic or printed type. Using the implemented system time of execution, some requests was reduced by 80% - from several days till several o'clock.

In addition in a system the functionality of control of storage lives of paper documents in archive and formations of forms of statistical reporting on key indicators of processes of providing public services (form 1-GU and 1-MU) and also support of formation of the planned reporting is implemented.

Separately It should be noted that documents or data cannot be deleted from the system of electronic archive irrevocably. In a system functions of version control when at change of the document or data their new version is created are implemented, if necessary it is always possible to look at the change history and to return to any of the previous versions. Of course, the administrator's rights will be necessary for recovery of initial versions.

When implementing the project we first of all wanted that the solution turned out flexible and scalable. It was necessary to ensure stable functioning of electronic archive at the level of all region. Eventually the ELAR Context platform allowed to create really effective and functional system which is a successful example of digital transformation in public sector, - Evgeny Ivanov, the head of representative office of ELAR in Vladivostok reported.

At implementation in a system the principle of modularity at which functional development of the platform does not require essential labor costs and change of the general system architecture was underlain. It allows to upgrade a system in the course of its operation, in case of new functional requirements or legislative initiatives over time.

The main effect of the project consists in significant reduction of timelines for delivery of services on requests of interested persons. In addition, safety and reliable storage of documentation is ensured, and sweep rate of documents and data increased repeatedly. Also the fact that thanks to acceleration of working off of requests, receipts in the local budget increased is important.

Possibilities of replication

Successful experience of Primorsky Krai can be useful and for other subjects of the Russian Federation. Similar tasks face today practically each region and it is necessary to solve them. It should be noted that on assurances of the developer a system is ready to replication and this process is not labor-consuming.